Order & Office Coordinator

Job Description

Job Description

We’re looking for an experienced, organized Order & Office Coordinator to keep customer orders and daily office operations running smoothly. This role combines order entry and management, administrative support, accounts receivable, and HR paperwork coordination through management and our Professional Employer Organization (PEO).

You’ll manage approximately 20–100 customer orders daily using our ERP system, maintain accurate records, and follow through on outstanding items. Success in this position means orders stay on track, billing questions receive timely attention, and office records remain organized and current.

What You’ll Do

Order Entry & Management

• Accurately enter, review, and update customer orders in our ERP system.
• Track order status and follow up on changes, discrepancies, and outstanding questions.
• Communicate with customers and internal staff to keep orders moving and resolve issues.
• Maintain accurate customer and order information.

Office Administration

• Answer phones and respond to routine inquiries professionally.
• Maintain organized files, documents, and office records.
• Support daily administrative needs and prioritize tasks alongside order deadlines.
• Keep the Operations Director informed of issues requiring attention.

Accounts Receivable

• Monitor outstanding invoices and follow up on overdue balances.
• Respond to billing questions and coordinate resolution of discrepancies.
• Maintain accurate records of collection activity and payment commitments.
• Flag past-due accounts and unresolved issues for management.

HR Coordination

• Prepare and organize HR paperwork and route employee information updates through the designated management liaison to our PEO.
• Track outstanding documentation and follow up as needed.
• Handle employee, customer, and financial information with discretion.

What You’ll Bring

• Experience in order processing, office administration, bookkeeping, or a related role.
• Hands-on experience with accounts receivable, including overdue payment follow-up and billing inquiries.
• Strong attention to detail, organization, and consistent follow-through.
• Clear, professional phone and email communication.
• Confidence using spreadsheets and business software, with the ability to learn new systems quickly.
• Ability to manage competing priorities, meet daily deadlines, and recognize when an issue needs management’s attention.
• Sound judgment when handling confidential information.
• Availability to work full-time onsite in Ojai.

Preferred Experience

• Five or more years of relevant experience.
• Experience using an ERP or order management system.
• Experience supporting HR administration or coordinating with a PEO.